Office Manager & Executive Assistant

Spellbook is the leading AI suite for commercial lawyers, trusted by more than 2,600 law firms and in-house teams worldwide. Our mission is to make legal services more accessible by empowering legal professionals with AI tools that enable them to work faster, smarter, and more efficiently. We've grown more than 25x since our launch in 2022 with customers like Nestle, Fender, Crocs, WSP and more - join us on our journey building magical tools that lawyers love.

ABOUT THE ROLE

We have opened a beautiful, brand-new office in St. John's and are looking for an organized, proactive Office Manager & Executive Assistant to join our growing team. The successful candidate will ensure the smooth day-to-day operations of our new St. John's office while providing high-level executive support to our Senior Leadership Team (SLT), including the COO, CSO and CRO. You will be the go-to person for ensuring the office runs like clockwork, and you will play a key role in enabling the Executives to focus on driving company growth.

RESPONSIBILITIES

• Executive Assistant Responsibilities:

  • Provide administrative support to the SLT, including managing calendars and scheduling meetings.

  • Organize domestic and international travel, including flights, accommodations, and itineraries.

  • Assist with event planning, coordination, and execution.

  • Track and submit expenses, ensuring timely reimbursements.

  • Handle confidential and sensitive information with discretion.

  • Prepare reports, documents, and presentations as needed.

  • Support with other responsibilities and projects as required.

  • Provide administrative support to the senior leadership team as needed. 

  • Other responsibilities as assigned.

• Office Management & Facilities Responsibilities:

  • Oversee the daily operations of our office to maintain a productive work environment.

  • Manage office supplies, equipment, and vendor relationships, ensuring timely ordering and repairs.

  • Coordinate office usage and ensure facilities are clean and functional.

  • Liaise with the landlord and building management on maintenance issues or other facilities needs.

  • Organize and manage internal events, meetings, and staff activities.

  • Manage and distribute mail and packages.

  • Manage meeting rooms and office calendar.

  • Other responsibilities as required.

QUALIFICATIONS

• 3+ years of experience in office management, executive assistance, or a similar role.

• Strong organizational skills and attention to detail.

• Ability to multitask, prioritize, and thrive in a fast-paced environment.

• Excellent written and verbal communication skills.

• Proficient in Google Workspace, Microsoft Office, Notion, and Slack.

• Experience with event coordination and travel management.

• A proactive and positive attitude with the ability to work both independently and as part of a team.

• Ability to maintain confidentiality and discretion in handling sensitive matters.

• Available to work on-site at our office in St. John's, Newfoundland as needed.

WHY JOIN SPELLBOOK?

• Embrace autonomy and accountability in a flexible, remote work environment; we focus on outcomes and empower you to determine how to get the job done

• Access our company-paid group benefits for you and your family, with $1,000 towards mental health support

• Disconnect during our holiday closure and take advantage of our generous time off policies throughout the year

• Enjoy monthly paid meals, an annual wellness allowance to support your well-being and parental leave top-ups as your family grows

• Secure your stake in our success; you’ll receive competitive stock option grants as a pivotal early employee

We are committed to creating an inclusive and supportive candidate experience. Should you require any accommodation whatsoever during the interview process, please inform us without any hesitation.

Spellbook is dedicated to ensuring equal treatment and opportunity in all phases of recruitment, selection, and employment, in compliance with employment law. We do not discriminate based on gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other protected category. Spellbook is proud to be an equal opportunity employer, fostering a culture of inclusivity and maintaining a work environment that is free from discrimination, harassment, and retaliation.